Distant Government Assistant (UK solely, totally distant) at Ellipsis®

You’ll need to be both UK-based or have the proper to work within the UK for this position. This position and the entire enterprise are totally distant.

As our Government Assistant, you will construct the methods that shield centered work in our fast-growing distant group. Success means dealing with the fixed circulate of knowledge and operations so our Managing Director can think about strategic priorities. Your wonderful help will make this attainable.

We’re in search of somebody who finds satisfaction in wonderful help. You will resolve the fascinating puzzles that preserve a distant enterprise working easily. You will deal with our core operations whereas recognizing methods to make issues higher. Your cautious consideration to finance, group coordination, and assembly administration will assist the entire group succeed.

We’re distributed internationally, however our core collaboration hours are GMT/UTC-based. We frequently meet up with colleagues for group meetups and conferences.

This place could be damaged down as follows:

• 50% process-driven firm admin / MD admin
• 30% reactive work and particular tasks
• 20% conferences – preparation, attendance, follow-up

Finance, HR, and firm operations admin – you will personal these areas and the related processes, taking this over from the MD and defending the time it frees up:

• Handle day-to-day monetary duties, together with expense processing (bookkeeping), drafting of batch funds, bill assortment, and sustaining correct information.
• Deal with consumer invoicing, and guarantee well timed funds (each incoming and outgoing).
• Coordinate with exterior accountants for correct monetary reporting and payroll/pension administration.
• Handle compliance-related paperwork and ad-hoc monetary requests from the group.
• Help with new hires; put up job descriptions to our Applicant Monitoring Software program and job boards, and deal with preliminary screening of candidates earlier than passing over to the Hiring Supervisor.

Conferences – conferences form how data flows by our enterprise internally and externally. You will make sure the MD and group are able to make use of them as engines of readability and motion:

• Put together for conferences, together with guaranteeing agendas and inside notes are ready. Your objective is to make sure we utilise our assembly time most successfully and are capable of put our greatest toes ahead.
• Attend conferences and take minutes, or hearken to recordings of conferences and take minutes. You have to be extraordinarily snug with crafting correct, efficient, and helpful minutes.
• Triage subsequent actions arising from conferences, together with assigning or drafting follow-up emails or duties.

Gross sales and advertising admin – we have to transfer rapidly when enquiries are available in, to safe new enterprise. You will each proactively deal with components of this, and assist us construct higher processes:

• Draft contracts and proposals for purchasers. These are all templated however want cautious consideration to element to make sure particulars are up-to-date for the consumer. As soon as now we have a “sure” from a consumer these are sometimes time-sensitive, so working rapidly and precisely is essential.
• Draft gross sales emails, primarily as follow-ups from the MD or Head of Partnerships’ conferences.
• You’ll be anticipated to take the initiative. For instance, we would inform a consumer on a name we’ll draft a quote. You’ll must draft the quote primarily based on pricing you’ve discovered for comparable earlier tasks, for the MD to evaluate.
• Guarantee all follow-ups are delivered in a well timed method, roping in stakeholders if and the place obligatory and taking the accountability for supply.

Emails – electronic mail is one among our largest sources of context-switching and interrupted focus. You will assist construct higher patterns for managing this circulate of knowledge:

• Help the Managing Director with sustaining an organised and environment friendly inbox, together with drafting replies or responding instantly on his behalf at occasions
• Successfully triage emails, perceive attainable programs of motion, and current data to the MD in a manner that lets him rapidly present a batch of responses that unblock you 
• Construct templates and methods for dealing with recurring electronic mail patterns, creating extra predictable response flows and decreasing the cognitive load of fixed triage

Journey – coordinating group connection in a distant enterprise requires each tactical talent and strategic pondering. From retreats that deliver our entire group collectively by to Management convention journeys that construct our business presence, you will deal with the logistics that create seamless experiences:

• You may be answerable for organising our (sometimes twice-a-year) firm meet-ups, together with researching and budgeting areas, reserving flights and motels for 20+ folks, discovering and reserving eating places, assembly rooms, and actions.
• You’ll want to combine efficient analysis expertise with organisation. What’s one of the best compromise for a resort, between the price of 20+ rooms, journey time from our assembly house, and the necessity for a snug keep? How will we get from the resort to dinner if it’s raining? The place will we discover a native photographer? Are there sufficient eating places that meet everybody’s dietary necessities? These are all questions you’ll must proactively take care of to make sure now we have a productive  and clean journey.
• On a smaller scale: members of the Management group journey a few occasions a yr for conferences. These are sometimes multi-city journeys requiring tight coordination. You’ll be answerable for (remotely) helping them with journey, motels, and consumer dinners/items.

Particular tasks – nice Government Assistants anticipate wants and construct methods that stick. You will tackle a mixture of one-off tasks and ongoing enhancements, recognizing methods to make our enterprise work higher:

• Help the MD with duties day-to-day. The remit of this position will not be “observe this clearly outlined course of each time”, however “take this largely completed challenge and determine how one can proactively take it to completion”. These duties may contact challenge administration, writing/enhancing, triaging data, and guaranteeing motion is taken. Some examples:
• We’re on the pathway to turning into a B Company and this requires a number of paperwork. You will deal with a number of the work to take us according to B Corp requirements. This can contain a number of challenge administration, coordinating new insurance policies, delegating duties and follow-up to make sure tasks are carried out on-time and efficiently.
• Put collectively the corporate month-to-month publication from content material offered by the MD or Technique group: load into our electronic mail software program + WordPress and schedule, draft and schedule social media posts (together with Thought Management fashion LinkedIn content material) primarily based on the publication (this requires understanding which components of the content material work as standalone items, liaising with our Graphic Designer to get belongings), and schedule content material throughout firm and private LinkedIns.

Ellipsis is a completely distant firm with group members throughout the globe. We function a beneficiant flexitime coverage and once-a-month we run a 4 day week! Whereas this position usually follows normal UK enterprise hours (9-5.30pm), some flexibility is required to help occasional late conferences. A couple of times per week, it’s possible you’ll want to help with conferences scheduled between 4-6.30pm UK time to accommodate purchasers in California. This will likely contain getting ready for, attending, and following up on these conferences. Day without work in lieu shall be offered for any hours labored outdoors of standard enterprise hours.

This can be a business-focused position and the overwhelming accountability is with the enterprise. You might be often requested to maintain private admin for the MD.

You are at your finest making issues run easily behind the scenes. Your consideration to element helps catch small points earlier than they change into issues, and you are taking delight in anticipating what’s wanted subsequent.

Some necessities for this position:

• Sharp eye for element, particularly with written English
• Expertise bettering how issues work (in any context)
• Robust writing and enhancing expertise
• Consolation working remotely and managing your personal time
• Confidence with digital instruments like Google Workspace and challenge administration software program
• Skill to work UK hours with flexibility for infrequent late conferences

We welcome candidates with conventional EA/PA backgrounds and people who’ve developed these expertise elsewhere. Extra essential is your knack for turning chaos into calm and constructing belief by constant execution.

• This can be a full-time, 100% distant position. Work at home, or the seashore! You need to have the proper to work within the UK for this position.
• Aggressive, full-time wage with pension, benchmarked to UK charges and primarily based on expertise. The vary for this position is: £35k-£42k/yr
• 28 days of paid vacation
• An extra 1 paid vacation day a yr with annually of tenure, as much as a most of 5 extra days
• 4-day work week, as soon as a month
• Genuinely versatile working, though noting the assembly schedule necessities above
• Common group retreats (~2 per yr); final was Edinburgh, beforehand in Oxford, Madrid, and Budapest
• Enhanced maternity/paternity go away, and sick pay
• You’ll work for a sustainable, moral firm: we’re aiming to change into a B Corp by the tip of 2025

It’s essential we discover one of the best candidate for this place, and our choice course of will replicate this.

We’ll evaluate purposes on a rolling foundation however interviews begin after the time limit. There’s thus no profit to speeding to use: we are going to bias closely in direction of your utility’s solutions moderately than your CV, and we’d love so that you can take your time.

We’re lucky to obtain a big quantity of purposes. You can also make your utility stand out by paying particular consideration to the primary tasks of this position, and “how one can apply”. Should you suppose you’re a match, or may very well be a match – go for it!

We perceive that that is as a lot you interviewing us, as the opposite manner spherical. All through the interview course of, we’re extraordinarily completely satisfied to reply your questions in regards to the enterprise, working right here, and the way forward for the corporate.

The ultimate stage of our hiring course of is a paid take a look at challenge, which shall be much like work you can anticipate to do in case you have been employed. We’ll offer you per week to finish the challenge, however anticipate that you just’ll solely want ~4 hours.

We do nice work for purchasers and are constructing an moral enterprise that lets everybody do their finest work. Should you suppose you can be the subsequent individual to hitch our group, please apply 🙂

While we love expertise and sit at the forefront of its adoption (we automate lots of of 1000’s of actions a month internally), we wish to hear from you moderately than from ChatGPT.